Dorset HealthCare NHS Trust Contractors Health & Safety Induction Checklist 2023 Edn V2

• Project / Scope of Works:

• Client / Site:

• Contractors Name:

• Conducted on:

  Date

• Name of Inductor:

• Name of Inductee:

• Personnel involved / present:

• Explain the layout of the hospital / site and location of working area, give location of public WCs and restaurant / cafe - refer to safety booklet where necessary.
  
  The reference to the term 'contractors' will include sub-contractors or tradespeople working within the scope of works and Trust premises.

Section A

Arrival and Leaving site

• All Contractors must report to the reception or site manager on arrival.

  Yes

  No

  N/A

• When working on the Mental Health wards tradespersons must check their work area with a member of the ward staff to ensure that no tools or work materials have been left behind. This must be confirmed in conjunction with the ward staff by signing the contractor sign off sheet.

  Yes

  No

  N/A

• Behaviour

  Yes

• Patient dignity must be respected at all times, in all areas of the Trust. Contractors behaviour and conduct must be exemplary and in a manner that befits their company. The use of inappropriate language or bad behaviour will not be tolerated.

• Dress Code

  Yes

• All contractors are to remain appropriately dressed at all times. During warm weather clothing is not to be removed to a state of undress. This includes breaks or areas perceived as being out of sight. Contractors should be identifiable - branded clothing or visitors ID.

• Smoking / Vaping

  Yes

• Smoking / vaping is not permitted on any Trust owned premises, this includes car parks and inside own vehicles parked on site.

• Alcohol / Drugs

  Yes

• Contractors or sub-contractors are not to be under the influence of alcohol / drugs whilst conducting works on Trust premises.

• Mobile Phones / Cameras

  Yes

• Although they can be used across the majority of Trust sites, there may be restrictions in certain areas and these will be controlled locally. To maintain patient confidentiality, privacy and dignity, phone cameras must not be used in clinical areas where patients are present and under strict controls.

• Radios / Music

  Yes

• In the interests of disturbing patients and staff the playing of music is not permitted on any Trust premises. This includes the use of personal and vehicle stereo systems including the use of headphones which may prevent or reduce the ability to receive clear instructions.

• PPE - (e.g. 5 Point?)

  Yes

• All contractors have a responsibility to ensure that PPE identified through risk assessments is provided and worn at all times.

• Confidentiality / Data

  Yes

• The Trust is committed to protecting confidential information . The confidentiality of our patients must be maintained. Any information that appears to be personal or sensitive should be classed as confidential and this information should not be disclosed to any third party.

• Parking / Vehicles / Pedestrians

  Yes

• The Trust has limited amount of parking. Vehicles should be strictly limited to the amount decreed at the pre-site meeting and only parked within allocated areas. Contractors arriving in single vehicles (i.e. 1 man - 1 van) should off load their equipment and then park off site. Speed limits must be adhered to. Traffic routes must be organised to separate pedestrians and vehicles.

• Tidiness

  Yes

• All working areas, especially those in close proximity to others should be kept to a clean and tidy standard so as not to create any additional hazards. Suitable barriers, lighting and warning signs will be employed to ensure safe working.

• Access

  Yes

• Members of the public / patients may attempt to gain access purposely or inadvertently. Contractors must monitor their working areas and prevent any unauthorised access. Areas that employ strict access controls such as mental health wards must be adhered to at all times. Emergency access routes and doors must be kept clear at all times.

• Working Hours

  Yes

• Contractors are expected to maintain the agreed hours of work, especially where there are protected patient meal times or clinical interventions.

• Safety Signs

  Yes

  N/A

• In accordance with risk assessments, safety signs should be in place locally where the works are being undertaken as well as allocated compounds. Sign should include 24 hour emergency contact number.

• Training Competencies

  Yes

• Lead contractors / site managers are responsible for ensuring that their trade staff have appropriate health and safety competencies for the tasks being undertaken and for the equipment being used.

• Security

  Yes

• Allocated spaces such as compounds, storage areas and dedicated work sites are to be kept secured when not in use and controlled when in use. Tools and equipment must be secured / locked off when not being used.

• Access cards and keys

  Yes

  N/A

• Access cards and keys issued to contractors and sub-contractors must be returned upon completion of works or daily depending on local arrangements. Contractors are not to give their access cars or keys to anyone else.

Section B

• Welfare Facilities

  Yes

• Depending on the local environment and the nature of works being undertaken, eating and drinking is permitted in most areas of the Trust, with the exception of beverages in glass bottles, which are not permitted on work sites. These along with toilet and washing facilities will be discussed locally.

• Waste

  Yes

• All contractor waste must be stored in appropriate receptacles and not left to accumulate. External waste storage facilities such as skips should not be positioned close to buildings, unless the waste is non-combustible e.g. rubble. All hazardous waste is to be removed in accordance with controlled instructions and appropriate legislation and guidance.

• Risk Assessments and Method Statements

  Yes

• Method statements and supporting risk assessments specific to the intended activities are to be provided for all works on Trust premises. They must be relevant for the task in-hand and have been reviewed by the Health and Safety Team.

• COSHH

  Yes

  N/A

• Contractors using chemicals / substances on Trust sites are to ensure that appropriate COSHH assessments and SDS have been completed / sent prior to their use and that stringent control measures are recorded and implemented.

• Noise / Vibration

  Yes

  N/A

• Trust local managers and staff are to be consulted in advance of any noisy / vibration works being conducted and take all reasonable steps to minimise the levels that are caused. A noise impact assessment should be carried out.

• Dust / Fumes

  Yes

  N/A

• Sufficient arrangements must be in place for controlling dust and fume generating work.

• Department Hazards

  Yes

• All contractors must liaise with local site managers to ensure that they are briefed on any department or ward hazards, including areas that may be closed due to sickness such as Norovirus. COVID-19 precautions to be followed as per NHS / local Government guidance.

Section C

• Permit to work

  Yes

  N/A

• All works requiring the use of a permit to work scheme such as, hot works, electrical or confined spaces etc. must be assessed, documented and made readily available for viewing. A copy must be provided to the health and safety team.

• Asbestos - has the contractor been issued with either a R&D survey or a copy of the asbestos register that relates to their work area?

  Yes

  N/A

• Contractors must make themselves aware of any known asbestos in the area they will be working.

• Asbestos - does the contractor need to examine the on site asbestos register.

  Yes

  N/A

• All contractors must read and sign the site asbestos register and satisfy themselves before commencing work. Works must cease where ACM or materials that resemble asbestos have been discovered outside the scheduled works. The Trust health and safety team and Estates must be notified as soon as possible.

• Working at Height

  Yes

  N/A

• Contractors are to ensure that the risks associated with working at height are assessed and that appropriate work equipment is selected and used. This includes the use of appropriate PPE / safety equipment.

• Fire Safety

  Yes

• All contractors must make themselves familiar with the local procedures to be taken in the event of a fire and adhere to the instructions displayed on the Fire Action Notices and any further instructions given by the Fire Warden for the site. In the event of a fire evacuation, all contractors working insideTrust buildings will leave the building and be accountable to the Trusts site Fire Warden.

• Unwanted Fire Alarms <br>

  Yes

  N/A

• Contractors must not cause unwanted fire alarms by activating the fire detectors with dust, steam, impact damage, or other means.

• Isolation of the Fire Alarm System

  Yes

• Only authorised contractors / Estates are permitted to isolate the fire alarm system. Contractors must have an agreed process of controls in place before the fire alarm system is isolated.

• Site Set Up - Existing Escape Routes

  Yes

• Contractors must ensure that their site set-up is no closer than 6 meters from any building and does not cause obstruction to any existing fire escape route, door, hydrants or emergency service vehicle access. Where these requirements are not practicable prior arrangements must be agreed with the Trust Fire Safety Advisor.

• Portable Fire Extinguishers

  Yes

  N/A

• Contractors are responsible for providing their own fire extinguishers appropriate to the task being undertaken following a fire risk assessment by the Contractor and agreed by the Trust Fire Safety Advisor. Fire extinguishers must display confirmation that their periodic checks or tests are valid.

• Flammable Liquids / Gases / Pressurised Containers

  Yes

  N/A

• The use and safe storage of flammable liquids or gases including glues and solvents must have an agreed process of controls in place before the contract work commences as agreed at the pre-start meeting.

• Emergencies / Major Incidents

  Yes

• In the event of an emergency or major incident taken place on or near to Trust premises, all contractors are to follow instructions provided from the appointed Trust local manager. Contracted works may have to suspend or cease dependant on the nature of the event e.g. bomb scare or major gas leak etc.

• First Aid

  Yes

• All contractors must provide their own first aid arrangements as documented in their RAMs and have appropriate trained staff to deal with minor incidents and / or summon assistance.

• Incident Reporting

  Yes

• All incidents must be reported to the Trust. Initially to the site manager and then subsequently to the Trust Health and Safety Team and Estates. Any RIDDOR reportable incident will need to be reported to the Health and Safety Team as soon as possible.

Section D

• Adverse Weather

  Yes

  N/A

• Arrangements for changes in adverse weather conditions are to be considered. In the event of inclement weather affecting the timescales of the works, this must be conveyed to the Trust and measures taken to deal with the conditions.

• Lone Working

  Yes

  N/A

• Any contractors employing staff to work independently should have appropriate risk assessments and permits to work in place. Emergency arrangements including communications should be provided.

• Builders Clean

  Yes

• All working areas, including external grounds should be suitable cleaned prior to handing back to the Trust. Immediate working areas must be kept clean and tidy at all times.

• Cessation of Works

  Yes

• Any cessation of works will be via the appointed Trust local representatives e.g Matron, Facilities Manager or the Trust Health and Safety Team / Estates. Planned cessation will be controlled and maintained by contractors.

Section E

Additional comments are to be recorded separately below each of the questions.

• Groundwork's - ensure all groundwork's are segregated and controlled against unauthorised access - collapse, falling person / material, vehicle proximity, groundwater, services etc

  Yes

  N/A

• Plant & Equipment - any equipment used on site is to be risk assessed and checked for worthiness to use, regularly maintained and users trained in it's correct use. Mains voltage equipment is approved and using an RCD. Plant and equipment should not be left unattended and should be switched off when not in use.

  Yes

  N/A

• Lifting Operations and Lifting Equipment - must be risk assessed prior to use.

  Yes

  N/A

Contractors are not permitted to use / borrow equipment owned or maintained by the Trust.

Site Inspections - will be conducted. The Trust has a responsibility to ensure that the minimum requirements for health and safety legislation are maintained.

By signing this document you are indicating that you are satisfied with the level of induction received and agree to follow the requirements as set out by the Trust and will cascade the information to further relevant parties.

• Contractor Signature

  Sign